Polling station staff training session Local government elections in Scotland

Introduction Returning Officer Depute Returning Officer

Objectives of the training session Your role is vital in ensuring that voters have confidence in the election process. At this session we will: –outline what we expect you to do on polling day –discuss the voting procedures –think about health and safety issues –highlight a number of administrative arrangements

Key aims for the election that all voters have a good experience, with any person who is entitled to vote being able to do so that the poll is professionally delivered that we produce accurate results in which all stakeholders are confident that the process is transparent that the poll is consistently administered

Voting at the local government elections Local government elections in Scotland are conducted using the Single Transferable Vote electoral system. Each ward elects 3 or 4 councillors. Voters rank the candidates in order of their preference by using numbers. Voters can rank as many or as few candidates as they like.

It is essential that you… – act impartially at all times – comply with any instructions issued by the Returning Officer – ensure the secrecy and security of the ballot

The Presiding Officer – management of the polling station Liaise with the key-holder of the building Organise the layout of the polling station Instruct and supervise the work of the Poll Clerks Account for all the ballot papers, ballot boxes and paperwork

The Poll Clerk – general duties Assist with the layout of the polling station and prepare for the opening of the poll Be polite and professional in dealing with the voters Check that electors are eligible to vote in the election and at that polling station Understand the process for marking the register and issuing ballot papers

Countdown to polling day Essential tasks –Visit polling place and check out contact and access arrangements –Check out arrangements for ballot box collection and check contents as soon as possible –Contact other members of the team –Dress code – ensure clothing reflects professionalism and impartiality but is also comfortable and warm

Polling station inspectors A point of contact Supplies of stationery and equipment Responsible for –Checking layout of stations –Checking things are running smoothly –Being aware of and dealing with queues –Collecting any returned postal votes –Distributing payments (if appropriate) Contact numbers [ ……………. ]

Risks Can’t make contact with key-holder Can’t gain access to the polling station Staff failing to turn up or being late Problems displaying notices Wrong registers allocated to the station The ballot paper numbers do not match those pre-printed on the CNL Tendered ballot papers wrongly issued Queues building up at the close of poll

The Polling Station Setting up, layout and who can enter the polling station

Setting up the polling station Layout / notices (see set-up checklist in Appendix 11 of the Handbook for polling station staff) –must work for the voter –walk route voter expected to follow –properly accessible to voters –consider needs of wheelchair users (e.g. doors, space to manoeuvre, vote in secret) –provide seats for anyone who may need to rest Prepare the stationery –Arrange the ballot papers in numerical order –Prepare register and corresponding number list –Keep tendered ballot papers in packet –Check all notices up and pencils ready and sharp

Setting up the polling station (cont.) Polling agents, tellers and others –consider where polling agents, tellers, other supporters/campaigners can / can’t be Location of ballot box –accessible and secure Sealing the box –show box is empty –seal as advised just before 7am –don’t allow candidates / agents to add seal at this time

Polling station layout

Who can enter the polling station? –Voters –Returning Officer and staff –Candidates and election agents –Polling agents –Police officers on duty –Representatives of the Electoral Commission –Accredited observers –Under 18s accompanying voters –Companions of voters with disabilities

Accredited observers and Commission representatives

Customer care Show a personal interest Be helpful and approachable Listen and empathise with them Allow them to put their point across before responding Don’t say ‘No’, tell them what you can do for them and what they can do But the election rules must be followed at all times, no matter how insistent, upset or angry they are If in doubt, contact the elections office

Customer care (cont.) Ensure that the voting process is accessible to all: –layout must work for all voters, including wheelchair users –stationery provided in alternative languages and formats should be clearly visible –you must be able to provide information to disabled electors on options for voting aided and unaided

Tactile voting template Tactile template needs to be clearly visible and you should be confident in using it How to use - make sure that the template is securely attached to the ballot paper and that the voter is confident about using it. The voter should: - lift the selected window - mark their preferences - close the window - repeat for further preferences - separate the template from the ballot paper - place the ballot paper in the ballot box - return the template to the Presiding Officer

Who can and cannot vote? Using the electoral register and corresponding number list(s)

Who is eligible to vote at the polling station in the local government elections? Electors with no letters or dates before their name Electors who are 18 years of age or over on the day of the election – date on or before polling day before their name Electors with a ‘G’ before their name Electors with a ‘K’ before their name Electors with an ‘L’ before their name Electors who have registered anonymously - will have an ‘N’ instead of a name

Issuing the ballot papers Marking the register and the CNL –Ask the elector to confirm their name and address –Mark electors’ elector number in the register –Call out the name and elector number of the elector –Enter the elector number on the Corresponding Number List (CNL) –Do NOT write the elector number on the ballot paper!

Issuing the ballot papers (cont.) Ballot papers –Open up fully so the whole paper is visible –Official mark, ballot paper number and Unique Identifying Mark (UIM) –Ask the voter NOT to fold the ballot paper before putting it in the ballot box –Advise them not to let anyone see the marks on their ballot paper

Marking the register Queen’s Walk BC JP32 4LT 411 GVella, Eva FJolly, Simon KVella, Christina 1 414Brown, Robert 3 415Evans, Gareth 5 416Singh, Parvinder 7 417Myers, Martin ABishop, Stephanie15 418/102 FebWatts, Judith15

Example Corresponding Number List (CNL) BC 27/1

Exceptions to the rule Anonymous electors –Must have poll card –Marked ‘N’ on register –Name and address must not be called out Clerical errors and other electors –On separate register sheet or at end of register –Always check these if can’t find on register; they won’t be in street order

Marking the ballot paper for the local government election Voters rank the candidates in order of preference by marking numbers in the box to the right of the name of the candidates, i.e. 1, 2, 3 etc. Voters can rank one, some or all of the candidates on the ballot paper. The same number cannot be used twice and there should not be a break in the sequence.

Marking the ballot paper for the local government election If they ask you how to vote, read out the instructions on the ballot paper If they make a mistake, simply follow the spoilt procedure Don’t get into conversations about the council, the election or anything other than how to vote

The voting instructions Three/Four candidates will be elected You can make as many or as few choices as you wish. Put the number 1 in the voting box next to your first choice Put the number 2 in the voting box next to your second choice Put the number 3 in the voting box next to your third choice. And so on.

What happens if…? you are handed a certificate of employment a voter spoils a ballot paper a voter has nominated a proxy but the voter arrives before the proxy a person arrives to vote but the register indicates the person has already voted a person arrives to vote but the register indicates the person is a postal voter a person arrives wanting to vote as an emergency proxy a person believes they should be on the register but they are not listed there is a disturbance at the polling station

The prescribed questions The prescribed questions must be asked: –when a candidate, an election agent or polling agent requests them –before issuing a tendered ballot paper The prescribed questions should be asked: –when you suspect personation –when a registered elector is clearly under age –when an elector states their name is not as shown in the register of electors No other enquiry or questioning of electors is allowed

Postal votes voters can hand in their postal votes at any polling station in the council area returned postal ballot packs must be sealed and labelled as instructed postal votes will be collected during the day, with the remainder returned with the ballot box at close of poll

Postal votes ‘A’ markers cannot be given an ordinary ballot paper at the polling station: –direct to Returning Officer for replacement (before 5pm) –tendered ballot paper procedure after 5pm exception: where elector claims never to have applied for a postal vote. In such a case, they would be eligible for a tendered vote at any time. However these electors should be encouraged to apply for a replacement at the elections office if before 5pm.

Close of Poll The procedures to be followed

Managing a queue At any point in the day – call the election office Just before 10pm –make sure those waiting can cast their vote –check that anyone waiting to vote is at the correct polling station for their address –Find out if anyone waiting is delivering postal votes – collect these before 10pm

Managing a queue (2) At 10pm: –bring all the waiting electors into the room/building and close the door, OR –if the room/building is not big enough, a member of the team should stand at the end of the queue to mark it –continue to issue ballot papers until everyone who was in the queue by 10pm has voted Anyone who was not in the queue at 10pm must NOT be issued with a ballot paper.

Close of poll Once the last voter has voted, seal the ballot box Candidates/agents are also entitled to affix seals to the ballot box at this point

After close of poll Absolutely essential that the ballot paper account is completed accurately The ballot paper account must be placed in the envelope provided – keep these with the ballot box Ensure all documents placed in correct packets and signed as appropriate Poll Clerks to assist packing up station to allow Presiding Officer to do these important tasks

Health and safety never put the safety of anyone inside the polling station at risk be aware of any potential risks to safety inspect the premises regularly if hazards are discovered – find a remedy if an accident occurs – follow procedures be careful when lifting heavy objects

Any questions?

Additional information Election team contacts Electoral Commission website – – Feedback sheets